J041--644 - Chiller Maintenance Base Year

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this Sources-Sought notice must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses and Veteran Owned Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of Large or small business, e.g. Services Disabled Veteran Owned Small Business, Veteran-Owned Small Business (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. The Phoenix VA Health Care System, Carl T. Hayden Medical Center has a requirement for Chiller Preventative Maintenance and Repair Services on eight (8) Chillers as provided in the equipment list table below. Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this source sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is NAICS Code 333415-Air-Conditioning and Warm Air Heating Equipment and Commercial and Industrial Refrigeration Equipment Manufacturing (1,250 Employees). Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service- Disabled Veteran-Owned Businesses or Veteran Owned Small Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors should submit information by e-mail to Eric.Carroll@va.gov. All information submissions shall be received no later than 1:00 PM Mountain Standard Time on July 5, 2021. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation may be published. Statement of Work Introduction and Overview A. This specification covers the furnishing of labor, material, equipment, tools and supervision for the inspections of eight (8) chillers located at the Phoenix VA Hospital, 650 E Indian School Rd, Phoenix, AZ 85012. B. Items listed in the singular shall apply to each chiller and tower in the specification except where noted. Equipment Equipment Serial # BLDG # York 860 Ton Centrifugal Cooling Chiller Model YKK5KGH9-EVHX RY220252 York 960 Ton Centrifugal Cooling Chiller Model YKKEKSH9-EXHX RY22050 York 760 Ton Centrifugal Chiller Model YKGKEKP9-EUHX or replacement chiller York 760 Ton Centrifugal Chiller 00000LA0017CL0W0003A100D RY21945 L08M05503 SMARDT 500 Ton Centrifugal Chiller (To be repaired or replaced by the VA within the next year) CO-15123 Trane Chiller 750 Ton Model CVHF077GA4COP026887AE8T L11L04058 Trane Chiller 750 Ton Model CVHF077GA4COP026887AE8T L11L04057 Surgery Chiller York Chiller 40 Ton Model YCAL0124E RHLM004028 Lab Chiller York Chiller 30 Ton Model YCAL0094E RHMM006306 Scope of Work Products and Services Provide running inspections of the eight (8) existing chillers in the following months: October, November, December, January, February, March, April, May, June, July, August, and September. Provide once-a-year factory annuals, as per the Cooling Season Start-up Preparation and Inspection under Chiller Service below, on the eight (8) existing chillers during the November February timeframe. Performance Standard: Contractor shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, OSHA, CDRH and the original equipment manufacturer (OEM) specifications, with all published documents being easily obtainable via simple internet searches. Chiller Service A maximum of two chillers at a time will be removed from service, if a chiller will need to be removed from service for maintenance/repairs. All work on the chillers shall be completed and accepted before work on the next two chillers is started. Coordinate all work with plant personnel. Chiller Service: The contractor shall perform preventative maintenance (PM) service to ensure the equipment listed above is in accordance with the equipment s performance standards, as per equipment manuals, with paper and/or electronic copies on site that can be provided to the contractor. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained. They will provide these to the Contracting Officers Representative (COR) at the completion of the PM. PM services will include: Cooling Season Start-up Preparation and Inspection: Make complete operating log and record proper operating temperatures, pressures, voltages and amperages. Check refrigerant and oil levels. Check oil sump, oil heaters and temperatures. Check and test all operating and safety controls. Check starter operation. Start the chiller water pump. Start the condenser water pump. Start the chiller and calibrate controls. Check operating log with Operator, discuss operation of the machine. Check operation of control circuit. Check water flow of condenser and evaporator. Check operation of motors and starters. Check/PM purge unit for proper operation. Report any incorrect deficiencies to COR or plant supervisor. Run and test chillers for proper refrigerant charge and make recommendations. Chiller Annuals: Provide once a year factory annual on the eight (8) chillers as follows: Change oil filters and sample oil for analysis. Replace oil if required. Detailed inspection on purge system and thorough cleaning of compressor, purge oil separator, purge drum and purge condensing unit. Chang purge filter as required. Check condition of motor starter contacts for wear, pitting, etc. Meg compressor motor bi-annually (every 2 years), and record Temperature readings. Check overload settings in main starter/adaptive frequency drive and change as required. Manually trip over-loads if accessible, tighten all starter terminals and inspect contacts for wear if applicable. Tighten motor terminals and control panel terminals. Tighten oil heater heads. Check operation of vane positioned and adjusted as required. Provide coolant refills and changes for variable frequency drives as necessary. Provide heat exchanger cleaning and service during annual maintenance or when required to maintain chiller performance. Brush, clean and visually inspect condenser tubes. Remove both end bells, replace gaskets as required. Provide eddy current service by a factory trained level 3 eddy current technician on the condenser tubes every year. Plugging questionable tubes included. Replacement of insulation to be included. Brush the evaporator tubes every 5 years or as required. Evaporator tubes must be brushed before eddy current and included in this service. Perform compressor vibration test annually. Report findings and analysis to COR or Operations Supervisor. Annual PM includes OEM recommended maintenance schedule for all oil, oil filter and refrigerant filters. Contractor is to remove and dispose of all used oil in compliance with EPA guidelines. Conduct a leak check and identify sources for repairs. General Items Include: Repairing insulation removed for inspection or maintenance procedures. Cleaning equipment and surrounding area upon completion of work. Consulting with Boiler Plant Supervisor. Reporting deficiencies and repairs required. Emergency Service and Chiller Repair: When emergency repairs are required due to equipment failures, contractor shall respond to failure notices within 2 hours. Work schedule for the emergency repairs shall be 24 hours per day, 365 days per year. Factory trained technician/mechanic shall check-in with plant personnel upon arrive and departure. Emergency costs will be negotiated at the time of need and the total be added to this order via an order modification. The chillers are as follows: The government reserves the right to change the number of chillers to be serviced under this contract as operational requirements change. The government will negotiate with the Contractor on the value of this change and will incorporate in the purchase order. Notification to the Contractor will be via electronic means, such as email. Work Schedule Chiller maintenance service shall be completed during normal duty hours 6 AM 3 PM Monday through Friday except federal holidays or the days observed in lieu thereof by the VA. Service shall be coordinated for winder and cooler time periods. Coordinate with plant personnel for acceptable dates. Federal Holidays observed are located at the following link: https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/ Contractor shall prepare a schedule for all planned maintenance activities for the duration of the service contract in accordance with the above Scope of Work. The schedule for all planned maintenance activities shall be submitted to the Contracting Officer Representative (COR) with a copy to the Operations Supervisor, by means of email, for approval. Maintenance work performed outside the normal hours of coverage at the request of the COR will be billed at the price listed in the price schedule. Work performed outside the normal hours of coverage shall be at the request of the Field Service Engineer and shall be considered service during the normal hours of coverage. Response time for emergency repairs shall be no more than 2 hours after the emergency call is placed/communicated. Emergency work shall be performed at any time 24 hours per day, 7 days per week, 365 days per year. Contractor shall coordinate with boiler plant personnel upon arrival and departure. Requirements Removal of Materials and Equipment The contractor will receive title to all materials/parts/equipment required to be removed as of the date of withdrawal from service. Government does not warranty condition of said materials and equipment and the Government shall not be liable for damage before or after title passes to contractor. Materials and equipment not specified to be reused or retained under contract shall be removed daily from the site at the expense of the contractor. Contractor shall submit all materials for approval, with verified certification from the manufacturer, prior to service. Manufactured Products Materials, devices, and equipment furnished shall be in current production by manufacturers regularly engaged in the manufacture of such items. Items not meeting this requirement must meet manufacturer s recommendation. For example: if the Contractor is to place/replace a part, that part needs to be OEM specs or an approved part by the manufacturer. When two or more of the same components are required, they shall be the product of the same manufacturer. Manufacturers of equipment assemblies, which include components made by others, shall assume complete responsibility for the final assembled units. For example: a new filter assembly is required to ensure the chiller remains operational, that filter assembly shall be assembled and installed by the Contractor. Components shall be compatible with each other and with the total assembly for the intended service. Safety Precautions Work shall be conducted in a manner to afford maximum protection of patients, employees, public, building, facilities and to prevent unreasonable delay or interference with normal hospital activities. Fire extinguishers on site, provide by the VA, and those fire extinguishers are always readily available. Fire extinguishers are to be on site while work is being conducted, at all times. All national and local safety regulations and guidelines shall be adhered to. This includes proper PPE, OSHA, VA safety recommendations, etc, with documentation provided by the VA, upon request, via electronic means in PDF and Word format. Inspections and Maintenance Service Contractor shall furnish all material, tools, equipment and labor for complete maintenance and inspection service on chillers for the performance period. Deliverables Field Service Reports shall be provided for all inspection service activities within ten (10) working days of the service, via email, and shall contain the following information: Date(s) and time period of inspection service. Complete description of equipment inspected/serviced including model number and serial number. Complete description of inspected equipment services including needed upgrades and/or updates. Complete list of all materials, parts, or assemblies used to conduct inspection services. Total standard labor hours, total overtime/premium hours, and total travel hours expended during the inspection. Point of Contacts and Place of Performance: Phoenix VA Healthcare System Carl T. Hayden Medical Center Facilities Department 650 E. Indian School Road Phoenix, Arizona 85012-1892